Administrative Assistant Purchasing

COLONIAL WHOLESALE DISTRIBUTING LLC; Tampa (FL); On-site; USD 30,000 - 32,000; Full time

Job summary

Colonial Distributing is seeking a Purchasing Assistant in Tampa, FL to support Buyers with item- and vendor-related tasks and to process purchase orders accurately and on time. You will communicate with vendors about orders, pricing, and delivery, ensure invoices match POs, and monitor open orders for timely receiving.

The role requires strong organizational skills, attention to detail, and proficiency with Excel/Outlook, plus the ability to learn ERP systems in a fast-paced environment.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• 1–2 years of purchasing, buying, inventory, accounts payable, merchandising, or related administrative experience preferred.
• Strong organizational skills with the ability to manage multiple tasks, priorities and deadlines.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office, especially Excel and Outlook.
• Ability to learn and navigate purchasing, inventory, and ERP systems.

Responsibilities

• Assist Buyers with item- and vendor-related tasks and requests.
• Prepare and process purchase orders accurately and timely.
• Communicate with vendors to confirm orders, pricing, quantities, delivery dates, and estimated arrival times.
• Ensure invoices are received and properly matched to purchase orders prior to product delivery, when required.
• Monitor open purchase orders and follow up on outstanding deliveries and expected receiving dates.
• Coordinate the resolution of damaged merchandise and vendor returns.
• Create and maintain new item records, ensuring product information is complete and up to date.
• Assist with price changes, inventory needs, and other item-related updates.
• Support purchasing-related projects and other departmental initiatives.
• Process and track vendor bill-backs with proper documentation.
• Review daily emails and maintain timely, professional communication with vendors and internal teams.
• Provide support to Purchasing, Receiving, Warehouse, and Cash & Carry operations as needed.
• Perform other duties as assigned by management.

Skills

Organizational skills

Attention to detail

Communication

Microsoft Excel

ERP systems

Education

High school diploma or equivalent

Associate degree (Business / Supply Chain)

Tools

Excel

Outlook

ERP systems

Job description

Job Details

Job Location: Colonial Distributing - Tampa, FL, Salary Range: $22.00 - $23.00Hourly,

• Assist Buyers with item- and vendor-related tasks and requests.
• Prepare and process purchase orders accurately and timely.
• Communicate with vendors to confirm orders, pricing, quantities, delivery dates, and estimated arrival times.
• Ensure invoices are received and properly matched to purchase orders prior to product delivery, when required.
• Monitor open purchase orders and follow up on outstanding deliveries and expected receiving dates.
• Coordinate the resolution of damaged merchandise and vendor returns.
• Create and maintain new item records, ensuring product information is complete, accurate, and up to date.
• Assist with price changes, inventory needs, and other item-related updates as required.
• Support purchasing-related projects, special assignments, and other departmental initiatives.
• Process and track vendor bill-backs, ensuring supporting documentation is accurate, complete, and submitted in a timely manner.
• Review and respond to emails daily, maintaining timely and professional communication with vendors and internal teams.
• Provide support to Purchasing, Receiving, Warehouse, and Cash & Carry operations as needed.
• Perform other duties and responsibilities as assigned by management.

Qualifications

• High school diploma or equivalent required; associate degree in Business, Supply Chain, Purchasing, or a related field preferred.
• 1–2 years of experience in purchasing, buying, inventory, accounts payable, merchandising, or a related administrative role preferred.
• Strong organizational skills with the ability to manage multiple tasks, priorities, and deadlines.
• Strong attention to detail and accuracy when working with purchase orders, pricing, invoices, item information, and inventory.
• Excellent written and verbal communication skills.
• Ability to communicate effectively and professionally with vendors, Buyers, and internal departments.
• Proficient in Microsoft Office, particularly Excel and Outlook.
• Ability to learn and navigate purchasing, inventory, and ERP systems.
• Strong follow-up skills and the ability to monitor outstanding orders and resolve issues in a timely manner.
• Ability to analyze information, identify discrepancies, and assist with problem resolution.
• Ability to work independently while also supporting a team in a fast-paced environment.
• Strong customer service and relationship-building skills.
• Ability to maintain confidentiality and handle sensitive business information appropriately.
• Flexible and willing to take on additional responsibilities and special projects as assigned.